Preparedness | Responses | Recovery
Emergency Preparedness

Emergency Management Organization/Structure


The Skidmore Comprehensive Emergency Management Plan (CEMP) is an action plan intended to provide guidelines that address and minimize the effects of emergency circumstances affecting the College. It also provides documentation and recovery procedures that will be necessary following emergency situations. The plan is under the executive control of the College President and Cabinet who will consult with members of the Emergency Management Team and Response Group as necessary.

The emergency management organization is comprised of designated groups (described in detail below) who are responsible for various aspects of emergency operations (i.e. prepare, respond, and recover from any emergency contingency). 

The chart below shows the organization and reporting structural of the College’s emergency management. 

Organization Chart


PRESIDENT'S CABINET

President
Vice President for Academic Affairs/DOF
Vice President and Dean of Admissions and Financial Aid
Vice President for Advancement
Vice President for Finance & Administration
Dean of Special Programs
Dean of Students & Vice President for Student Affairs

 



 

EMERGENCY MANAGEMENT TEAM (EMT)

Dean of Students & VP, Student Affairs (EMT co-chair)
Director of Campus Safety (EMT co-chair)
Vice President for Finance & Administration
Executive Director of the President Office
Chief Technology Officer
Assoc. Dean, Student Affairs/Dir, ResLife
Vice President for Academic Affairs/DOF
Safety Officer for Academic Affairs
Director of Health Services
Director of Facilities Services
Director of Human Resources
Director, Institutes, Conferences & Summer Operations
Executive Director of Communications
Vice President and Dean of Admissions and Financial Aid
Building Coordinators

  

 

 

RESPONSE GROUP

Dean of Students & VP, Student Affairs (EMT co-chair)
Director of Campus Safety (EMT co-chair)
Executive Director of the President Office
Chief Technology Officer
Vice President for Academic Affairs/DOF
Safety Officer for Academic Affairs
Director of Facilities Services
Executive Director of Communications
Additional Members from EMT or other offices as dictated by the incident/emergency and identified by the co-chairs

President’s Cabinet is primarily responsible for:

a.      Approving the Comprehensive Emergency Management Plan

b.      Formulating policy with regard to overall operation of the CEMP, including:

    • Defining areas of responsibility
    • Determining members of the Emergency Management Team
    • Defining the selection process for the Emergency Management Co-Chairpersons
    • Formulating public information policy
    • Creating the financial structure and institutional support for CEMP

  

The Emergency Management Team is primarily responsible for:

a.     Reviewing the Comprehensive Emergency Management Plan (CEMP) on an annual basis to ensure it is updated and adaptable. 

b.     Requesting review by legal counsel as needed for applicable laws and compliance.

c.     Participating in training and preparation.

d.     Representing various areas of the College.

e.     Disseminating information to various areas of the College regarding general emergency planning and responsibilities.

f.      Conducting ongoing threat assessments and prioritizing College resources to prepare and respond to emergency contingencies.

g.     Determine the essential functions and essential employees required to cover necessary work in their areas during an emergency.

 

  

The Response Group is responsible for the CEMP’s implementation, directing the response phase, as well as initiating the recovery phase.  This includes the following:

a.     Coordinating the operational implementation of the Comprehensive Emergency Management Plan under the direction of the Emergency Management Co-Chairpersons.

  • Determine and implement appropriate steps to minimize damage and expedite return to normalcy
  • Establish contingency plans for response to various emergency incidents
  • Access resources, both on and off campus, to address the needs of the situation
  • Work with responding agencies guided by principles of the Incident Command System (ICS)

b.     Establishing an Emergency Operations Center (EOC) as needed to direct response to the situation – to be determined based on the emergency.

  • An EOC and alternate sites will be identified, funded, supplied, and organized to meet team needs

c.     Disseminating information internal and external to the College.

  • Establish relations with media
  • Establish relations with responding agencies
  • A designated spokesperson will be assigned as official spokesperson for all communication
  • Establish communication network to keep campus community informed (Web, voicemail, e-mail, hotlines, etc.)

d.     Designating a Coordinator for the Recovery Group.

e.     Identifying training needs and developing training programs for all aspects of emergency response.

  • Schedule annual training sessions including orientations, tabletop, and functional exercises
  • Work with local response entities including police, fire, and EMS to coordinate joint training exercises

    The following two tables contain information detailing the responsibilities of:


CRISIS COMMUNICATION TEAM

In the initial stage of an emergency that poses an immediate threat to life or safety, messages will be written, posted and transmitted by Campus Safety via the channels listed above. As soon as practically possible, Campus Safety will contact the Executive Director of Communications, who will determine whether it is appropriate to convene a Crisis Communications Team. This team will certainly include members of the Response Team, other Communications staff members, and other members of the Skidmore community who may have information that bears directly on the emergency at hand. In assembling this team, the Executive Director will strive to consult early and closely with the Vice President for Advancement and the co-chairs of the Emergency Response Team, the Dean of Students & Vice President for Student Affairs and the Director of Campus Safety.

CRISIS COMMUNICATION TEAM

Executive Director of Communications
Director of Community Relations, Communications
Director of Media Relations, Communications

Additional Members from EMT or  other members of the Skidmore community who may have information that bears directly on the emergency at hand

The Crisis Communications Team will manage the following:

Notification of Key Constituencies

The Crisis Communications Team will determine which groups need to be informed first. Prompt, effective communication will help to quell rumors, maintain morale, and ensure public safety. In life-threatening situations, the constituencies of greatest immediate concern will be students, faculty, staff, and news media. As the situation evolves and facts become clearer, the team’s focus will expand to include interested constituencies that are not directly threatened, including parents, trustees, alumni, donors, public officials, neighbors, and the general public. 

Development of a Fact Sheet

As soon as possible in wake of an incident, a fact sheet will be prepared and will be periodically updated throughout the crisis. Serving as the college’s authoritative statement on the situation, this will be a primary reference for reporters and will be posted on the college’s homepage.

Interactions with News Media

The Director of Media Relations and Director of Community Relations, in consultation with the Executive Director of Communications, will be responsible for alerting news media and keeping them informed throughout the crisis. In cases where a crisis is likely to be prolonged and/or especially complex, a News Media Briefing Center may be established to help in coordinating the flow of information. Consideration will be given to appropriate media staging locations that can accommodate vehicles such as satellite trucks. 


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